The AI Receptionist Built for HVAC Companies

Never Miss Another Call.
Even When You Can't Answer.

BookedRate is a done-for-you AI Voice Receptionist that answers your missed and after-hours calls live, qualifies the caller, and books the job straight to your calendar — with a live dashboard showing exactly what it's doing for you.

Answers missed calls live
Alerts your team if it's needed
Books straight to your calendar
Live dashboard of results
Book a demo → See the math
📞 Keep your existing number ⚡ Live in under a week 🔒 Month-to-month
Real call, not a recording
🎙️ Call Cassie — try it yourself
Gustavo's Heating & Air's live AI Receptionist
📞 (435) 357-2792

Pretend your AC just went out — Cassie will answer, qualify you, and try to book the call. Hang up anytime.

Preview — here's roughly what you'll hear
🎙️
Live call — AI Receptionist answers
Gustavo's Heating & Air · 00:00
Incoming call
The Problem

HVAC companies are losing jobs every day to a ringing phone no one answered.

✕Missed calls while techs are on a job — that lead calls your competitor next
✕After-hours emergencies go to voicemail — and voicemail doesn't book jobs
✕Slow response in peak season — first company to reply wins the job
✕No visibility into what you're actually losing — missed calls just disappear
✕A live answering service is expensive and still isn't there at 2 AM
Your AI Receptionist fixes it
✓
Answers missed and after-hours calls live — qualifies the caller and books the job
✓
Answers live, 24/7 — no hold music, no voicemail, no missed opportunity
✓
Every booking lands straight on your calendar — no manual entry
✓
A live dashboard shows your response rate and conversion rate on every call
✓
One flat monthly price — no per-minute surprises
How It Works

Up and running in under a week.

We handle 100% of the setup. You fill out one form, we do the rest.

01
Connect your business
We connect to your existing phone number and work alongside the tools you already use. Your customers still call the same number — nothing changes for them.
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02
We train your AI Receptionist
Built around your services, your pricing, and your company's voice — including how to triage real HVAC emergencies. You approve every script before it goes live.
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03
Every call gets answered
Missed and after-hours calls get answered live, every time. If a caller ever needs a real person, your team gets an instant alert. You watch it all happen in your dashboard — no more guessing what you're losing.
What's Included

One AI Receptionist. Everything it does for you.

No tiers, no add-ons to figure out. Every BookedRate account includes all of this, from day one.

01
AI Voice Receptionist
Answers the calls you'd otherwise miss.
  • Picks up missed and after-hours calls live, 24/7
  • Qualifies the caller — service type, urgency, and address
  • Trained to triage real HVAC emergencies, not just take a message
  • Books directly onto your calendar during the call
  • Sounds like your company, not a call center
02
Real-Time Handoff Alerts
The safety net when a caller needs a real person.
  • Fires an instant alert to your phone when a caller asks for a human
  • Your dispatcher can step in immediately, full context in hand
  • Nothing falls through the cracks silently
  • Every alert lands in the same dashboard as your calls
03
Live Dashboard
See exactly what your AI Receptionist is doing.
  • Response rate — how many calls actually got answered
  • Conversion rate — how many turned into a booked job
  • Call summaries and transcripts for every interaction
  • Your own login — check it from your phone, anytime
04
Simple, Flat Pricing
One price. No per-minute surprises.
  • Unlimited inbound calls handled every month
  • No long-term contract — month-to-month, cancel anytime
  • Live in about a week from your first call with us
  • You keep your existing phone number the whole time
The Math

What actually happens when a customer can't reach you.

For an HVAC company living on inbound calls, the numbers are uglier than most owners realize — especially in peak season.

62%
of service calls go unanswered during peak season
Techs are on jobs, dispatchers are overwhelmed, and inbound calls pile up. Most go to voicemail — or nowhere.
Source: ServiceTitan HVAC Industry Benchmark Report
85%
of callers who don't reach you won't try again
They don't leave a voicemail. They don't wait. They open Google and call the next company on the list.
Source: BIA/Kelsey Local Commerce Monitor
78%
of customers book the first HVAC company to respond
Speed of response is the #1 factor in winning the job — above price, reviews, and brand recognition.
Source: Hatch Business Speed-to-Lead Study
21x
more likely to convert a lead contacted within 5 minutes
Waiting even 30 minutes to respond drops your conversion odds by more than 21 times compared to an instant reply.
Source: MIT / InsideSales.com Lead Response Management Study
💡
Translation:
In peak season, nearly 2 out of 3 calls go unanswered at the average HVAC shop — and 85% of those callers are gone for good. That's not a phone problem. That's a revenue leak you can fix this week.
The Race

You vs. the HVAC company down the street.

Same customer. Same call. Two very different outcomes.

Without BookedRate
0:00AC goes out. Homeowner calls your company.
0:20Ringing… your tech is mid-install, dispatcher is on another call
0:35Call rolls to voicemail
0:40Customer hangs up without leaving a message
1:00Googles "AC repair near me" — calls the next result
2:30Competitor answers and books the service call
✕ Lost: a $300–$3,000 job and every future referral
With BookedRate
0:00AC goes out. Homeowner calls your company.
0:20Your line rings — dispatcher is tied up
0:28Your AI Receptionist picks up and starts qualifying the caller
1:40Address, urgency, and unit type captured — appointment offered
2:10Booked directly to your calendar during the call.
2:15Dispatcher gets an alert — job's already on the board
✓ Won: a booked service call + a customer for life
Every Call Type, Covered

Built for the real calls your company takes every day.

Configured per service type so every lead arrives warm, qualified, and ready to book.

❄️
AC Repair & Service
System down in July. Your AI Receptionist answers live, captures unit type and urgency, and gets an emergency appointment on the books before the customer finds someone else.
🔥
Heating & Furnace
No heat in December. It captures address and system age, flags high urgency, and gets the homeowner on your dispatch board — fast, and after hours if that's when they call.
🏗️
New System Installs
Customer wants a replacement quote. Your AI Receptionist captures home size, current system, and timeline, then books an in-home estimate directly to your calendar.
The Cost of Inaction

How much is your voicemail really costing you?

Drag the sliders. The math updates live.

Your numbers

Rough estimates are fine — this is napkin math.

Missed calls per week 15
Average job ticket $650
Your close rate on callbacks 40%

Working it out

Missed calls per month (weekly × 4.3)65
Jobs BookedRate would recover26
You're leaving on the table
$16,900/mo
≈ $202,800 per year in recovered jobs alone
Recover this with BookedRate →

Based on your close rate applied to recovered missed calls. Doesn't include repeat business or referrals from those customers — the real number is higher.

Honest Answers

What HVAC owners actually ask us.

It's built to sound like your company, not a call center. We write and test the script with you during onboarding — including how it should handle real emergencies like no-heat or a gas smell — and you approve everything before it goes live.
No. Your existing number stays in place. We route missed and after-hours calls through your AI Receptionist, and your customers never have to know anything changed.
If a caller needs a real person, your AI Receptionist flags it immediately — firing an instant alert to your phone so your team can step in with full context. Nothing important falls through the cracks silently.
No — it makes them more effective. Your AI Receptionist handles the calls you'd otherwise miss, so your team spends their time running jobs, not playing phone tag with leads who already moved on.
In many cases, yes. We connect with a wide range of field service and CRM platforms. During onboarding we review your current tools and set up the best available connection, and we'll always tell you upfront if something isn't supported.
Yes. Call handling and any disclosure language are configured to your state's requirements during onboarding. If your account uses text messages — like appointment confirmations or internal handoff alerts — every message includes your company identity and an opt-out path, and we're set up for A2P 10DLC compliance from day one.
Most companies are live within about a week. No long-term contract — month-to-month, cancel anytime with 30 days notice. Your data is always yours.

The next missed call could've been a full system replacement.

Book a free 20-minute walkthrough. We'll map your current call flow, show you exactly what you're missing, and have your AI Receptionist live — usually in under a week.

✓
Keep your existing phone number
✓
One flat monthly price, no per-minute fees
✓
Month-to-month, cancel anytime